Maintenance contracts working for Tairawhiti
The Community Development and Services Committee accepted the recommendations to award new maintenance contracts for the district’s community property and recreation spaces.
Five local contractors were awarded contracts for community townships and a leading New Zealand industry specialist, Recreational Services were awarded the Master Contract for a minimum five year term.
“The majority of our current maintenance contracts will expire on 30 June 2017,” says community and recreation manager Andrew White, “so it was the right time to review how these services were delivered.”
Previously services were delivered through approximately 40 various formal and informal contractors.
“Combining a number of services into a smaller number of contracts, with clear expectations on performance would enable quality improvement of services delivered to the community,” says Mr White.
The Master Contract now known as the Mahi mō Te Tairāwhiti contract, would provide all maintenance services for recreation and community amenities in Gisborne, and surrounding areas such as Rere Reserves, and will also provide other specialist services to sportsgrounds across the district.
Community caretaker contracts that operate in existing townships were retained, with increased scope of duties to include activities like summer camping operations.
“It was important to us that the relationship and passion local caretakers have in their communities was retained and supported.”
During a thorough procurement process Mr White says an emphasis was placed on quality, with an expectation that the lowest price offer would not necessarily be accepted.
“Throughout the process, participants have been required to increasingly demonstrate to an Evaluation Panel that they can offer the Tairāwhiti community what it expects and deserves in terms of how our places and spaces are looked after.”
“Recreational Services were the strongest applicant in terms of quality and methodology and although from outside of Gisborne they have already met with current local contractors and suppliers to negotiate services and expertise.
“A majority of staff will be employed locally, and a commitment made to using local sub-contractors and suppliers.”
It was also an opportunity to widen the scope for innovation and specialised expertise to develop within the local recreation and amenity industry.
The Mahi Tairawhiti contractor is committed to sharing their specialist knowledge and help upskill and improve local operations, and developing relationships with community caretakers that will maximise the benefits they can provide to communities.
Contracts start on 1 July 2017.
Q&As on the maintenance service contracts
There are 2 types of contracts Council will use to deliver maintenance of community property and recreation spaces across the district. They are:
- The Major Contract - referred to as the Mahi mō Te Tairāwhiti - Working for Tairāwhiti contract
- Community caretaker contracts - Mahi mō Ruatoria, Mahi mō Tolaga Bay…etc.
What is the Mahi Tairāwhiti contract?
Maintenance services had previously been carried out through 40 various formal and informal contracts. We’ve combined a number of maintenance services into a smaller number of contracts, to enable clearer expectations on performance by contractors and quality improvement of the services delivered to the community. The Mahi Tairāwhiti contractor will look after these services in Gisborne, and localised areas such as Rere reserves, and will also provide other specialist services to sportsgrounds across the whole district.
- Mowing reserves, sportsgrounds, turf maintenance, specialist turf advisor
- tree inspection and maintenance
- playground inspections and maintenance
- public toilets cleaning and repairs
- furniture, fixtures, fences maintenance
- BBQ, water feature maintenance
- litter bin and transfer station management
- buildings, monuments, art and structures maintenance
- CBD (includes flags, pavement washing, litter pick up
- beach clean-up, pond cleaning
- pontoons, jetties, car parks
- lighting, mechanical, electrical services
- tracks, walkways, drains
- camping operations
The Mahi Tairāwhiti contractor is committed to sharing their specialist knowledge to help upskill and improve local operations, and developing relationships with local community caretakers.
What are the Community Caretaker contracts?
Council also recognises the special significance that the existing community caretaker role has within our township communities. It was important to us that the relationship and passion local caretakers have within their communities was retained and supported. These contracts will continue to service the communities where caretakers have been in place previously, but the scope of services provided has increased. Services now include:
- mowing reserves
- public toilets cleaning and repairs
- furniture, fixtures, fences maintenance, BBQ maintenance
- litter and transfer station management
- tracks, walkways, drains,
- pontoon, jetties
- camping operations
Caretakers will also work alongside the Mahi Tairāwhiti contractor to share their experience and develop their knowledge of Tairāwhiti communities.
Why have we sought new contractors?
The majority of current maintenance contracts expire on June 30 2017, so it was the right time to review how services were delivered. With around 40 formal and informal maintenance contractors being used in the past performance had been variable across contractors. Taking on board feedback from the community, we also wanted to meet the level of quality that our community expects for public places and spaces. Combining the services under a smaller number of contracts, with clear expectations on performance would enable would enable quality improvement of services delivered to the community. It was also an opportunity to widen the scope for innovation and specialized expertise to develop within the local recreation and amenity industry.
How were contractors selected?
Requests for quotes and proposals were sought: - from local individuals and organisations interested in providing services within our small communities; - and local and national organisations interested in providing full scope maintenance services in Gisborne City and providing specialist services across the district. All existing community contractors were considered in the process. Two contractors were shortlisted out of nine applications for the Mahi Tairāwhiti role. Applicants were assessed on the basis of experience and skills and their ability to be responsive to our specific needs. We placed an emphasis on quality, with an expectation that the lowest price offer would not necessarily be accepted, although ignoring price efficiency would have been at the detriment of applicants.
Throughout the process, applicants have been required to increasingly demonstrate to an Evaluation Panel that they can offer the Tairāwhiti community what it expects and deserves in terms of how our places and spaces are looked after. After a thorough procurement and rating process, recommended contractors were approved by the Community Services and Development committee on 3 May.
Who was appointed Mahi Tairāwhiti contractor?
Recreational Services were awarded the Master Contract for a minimum five year term. Based in Auckland, the family company is considered to be one of New Zealand’s leading providers of turf, parks and facilities management services. Recreational Services were the strongest applicant in terms of quality and methodology, and showed an understanding and appreciation of our community’s needs and expectations. They have already met with current local contractors and suppliers to negotiate services and expertise.
Will they employ local people?
A majority of their staff will be employed locally. During the procurement process the contractor held advanced discussions and have since secured local suppliers and sub-contractors.
What value will they bring?
- A dedicated request for service response team that will respond in the field and direct with our customers.
- A commitment to meeting levels of service, for example, the contractor carries the risk for ensuring mowing meets levels of service no matter how many mows are required.
- An in-house division that specialises in turf management, which will be used to undertake technical analysis work, such as soil analysis and laboratory testing.
- A commitment to developing entry level staff, for example, a turf cadet role within the local team who will benefit from their national cadetship programme.
- A dedicated CBD caretaker and 2 additional fixed term facilities maintenance positions for the summer hosting period each year.
Who was appointed to community caretaker roles?
5 local contractors were awarded contracts for community caretakers in the following townships:
- Tamai Grey - Tolaga Bay.
- LRS Contractors (Lenny and Mary Chaffey) - Tokomaru Bay, Waipiro Bay, Te Puia Springs, Hicks Bay, Te Araroa
- Hildaren Haenga - Tikitiki
- K&M Contractors (Eddie and Ollie Clarke) - Ruatoria
- R S Brown - Te Karaka
A contract was not able to be awarded for Whatatutu, we are reviewing how to procure a contractor for this service.
The current local caretaker contract at Matawai is still in service, and will undertake the same procurement process when it expires next year.
How much are contracts worth?
The dollar amount awarded to each contract is commercially sensitive, but the services provided will be delivered within the budgets of the current Long Term Plan.
Why did some applicants miss out?
Some applicants did not meet the values and requirements outlined for the standard and scope of services, or met the level of support of local economy. The majority of applicants provided compliant and quality proposals and quotes but were unable to meet the standards shown by the successful candidates through the competitive process.